Box: Secure file storage and sharing in the cloud
Box is the secure, cloud-based document management, collaboration, and file storage service used for individual and departmental work and academic files of faculty, staff, and students on both the Westchester and Loyola Law School campuses. Below are the most frequently asked user questions about Box, and you can also find usage guidelines and a number of tutorials, tip sheets, and workshops that can help you get the most out of your Box account.
To help you get to know Box essentials, learn tips and tricks, or become a Box expert, ITS offers a number of instructor-led workshops. These workshops are scheduled throughout the year, at both the Westchester and Loyola Law School campuses. Click "How do I learn to use Box?" below to learn more.
UPDATE SUMMER 2017 - Box has a new look! Starting on May 24, you can test out the new look. On July 10, the new look will go live for all Westchester and Law School users. Learn more about all the new features by selecting the "Box Has a New Look" tab below.
Box has a New Look
A new look is coming to Box, along with a number of features that will speed up and streamline your Box experience, and help you personalize the web version of Box to better match the way you work. The other Box applications (e.g. Box Edit and mobile apps) will not change. An overview of the changes can be found in this video.
Some of the changes that may be most helpful for your day-to-day workflow include the following:
- Sidebar - This new Sidebar is visible from any folders.
- Recents - An easier and convenient way to access files you accessed recently.
- Trash - Trash is now conveniently located on the Sidebar, no longer hidden under Account Settings.
- Messages - All invitations emails (Invite Collaborator or Share Link) are now in one location. No more searching your emails for this type of invitations.
- Home Page - You can now set your Favorites or Recents as your Box home page.
- Sort by Column Heading - You can directly sort within the file list headings - file name, size, and update date
- Select Multiple Items with Copy-and-Paste - Instead of check boxes, you can use copy (Ctrl-c on Windows or Command-c on Mac) and paste (Ctrl-v on Windows Command-v on Mac)
- Single Click - Click the icon of a file or folder once will show you see details about the item, including collaborators, its shared link, metadata, etc.
- New Box Preview - Clicking the name of a file within the folder, will preview the file and display the version, description, and access statistics.
- More Efficient Search - You can search and filter your documents by type, size, time, owner, and metadata directly from the search bar. For instance, if you type the name of any of your documents and filter the search by file type (e.g., a Word document) and the Date Updated (e.g., ‘this past week’), all of your Microsoft Word documents you have edited or opened within the past week will be returned.
- Thumbnail View - View content your way, thumbnail view is MUCH improved.
- More Box Preview File Types - Watch HD and 360 videos right from Box without downloading, making it easy to experience and share immersive media just like any other file.
- Synced to Desktop - Lost track of which folders have been synced, you are now one-click away to find out what have been synced and to which
If you'd like to compare the changes from the old Box to the new Box, this presentation is just the document for you. If you'd like to take part in Box University's self-paced workshop, sign up here. You need to create a Box University username and password.
Enabling the New Box Experience - Do one of the following options:
- Login to Box with https://lmu.app.box.com/on/allnewbox
- If you are logged in to Box for the first time, accept the prompt to join the New Box Experience
- If you have been using Box, at the bottom right of the Box screen, click ? and then Try it Out.
These actions set a cookie in your browser. If you want to see the new UI in a different browser or on a different machine, you’ll need to take one of the above steps in a different browser.
Switching back to the Old Experience - Before July 10, you have the option to revert back to the old experience by doing one of the following options:
- Login to Box with https://lmu.app.box.com/on/legacy
- If you are logged into the New Box Experience, click the ? icon, and click “Need to switch back to the old Box Experience?”
How do I get started with Box?
- Go to lmu.box.com, or
MYLMU > Systems Login > Box @ LMU
- Click Continue
- Enter your LMU username and password
- Click Login
- Go to lmu.box.com, or
What can Box do?
Box is more than just a place to store your files. Take a look at what Box can do, and explore the video tutorial library to get the most out of your Box account.
Document Management: Keep all your files in one place that you can access anywhere from any device.
- All your content will live in one place that you can access from your desktop or mobile device.
- You will be given access to specific department related folders and you can organize your private business content in your own folder tree.
- When your files are stored in Box you have a quick, easy, and secure way to review version history and share your files internally or externally.
Replace Email Attachments: Use Box Shared Links to send large files and replace email attachments.
- You can create a unique link to any file or folder in your Box account.
- Send your links to anyone with or without a box account for view and/or download access
- Shared Links always point to the most up-to-date version of your file. When you make changes to your file, you do not need to resend the link.
Create Group Work Spaces: Use Box Collaboration to create group work spaces.
Are group projects a challenge – not the good kind? Are you bombarded with emails, making it tough to determine the latest file version? Box allows you to centralize files in a single online workspace.
- Invite your colleagues or clients to Share and Edit: Turn folders into shared online workspaces, invite people to view, edit and upload files and more.
- Work with on a long-term project with external clients and vendors: Invite them into a folder to have a lasting working relationship. Learn more about inviting collaborators now.
- Post Comments and Assign Tasks: Whether you leave a quick comment or you want to assign a task, keep the whole team on track by exchanging feedback in one place. Instead of going back and forth in a long email chain, use comments to maintain the conversation history around your content in a single place.
What is Box?
Box is a secure file sharing and storage service that enables you to store your work documents and files in the cloud, and access those documents anywhere you can connect to the Internet. You can also share your documents with colleagues, students, external vendors, and more.
Who gets Box?
As of August 16, 2016, Box is available for all current LMU and Loyola Law School faculty, staff, and students.
Why does LMU want to use Box? Is it less expensive than the old system using network drives?
Ultimately, yes, Box will save the University money. But there were many reasons LMU chose Box as its storage solution. The choice was the result of a long investigation and exploration of a number of cloud storage services, which included the input, opinions, and testing of faculty and staff surveys and focus groups across the university in 2014.
The changing needs of LMU faculty and staff created the need for a new way to store files. Local network drives (most commonly referred to as F:\, G:\, and U:\ drives) are only accessible while a user is physically on campus or connecting through a VPN, and you can't access those files on a mobile device or tablet.
Box, on the other hand, is available anywhere, from any device. Box is also very easy to use. The network drive system is based on physical equipment, while Box lives in the cloud—which means less maintenance for LMU and less downtime for you. Box also allows users more than 10 times the storage space of the network drives, and is a secure solution, using encryption at rest.
Your LMU Box account also gives you unlimited storage, far more than all LMU network drives combined. Box is a secure solution, using encryption at rest. Box also makes it easy to share and collaborate on documents with colleagues, people in other departments, and now, even students (including student workers)!
Who made the decision to spend money on this project?
The initial capital project has been in place for over three years, and has been approved by the University Technology Committee, which has representatives from all areas of campus.
In 2013, after the analysis of survey data, focus groups with faculty and staff were held to discover what they needed and wanted. The overwhelming response was that faculty and staff need and want more space, and want to be able to access their files anywhere, from ANY device. There were other additional requirements, including providing file collaboration, auditing capabilities, and the ability to share links with people both inside and outside LMU.
Ten different solutions were evaluated, then narrowed to four solutions for in-depth analysis. Box's enterprise price point for Higher Education, the ease of use, the security, and all the additional features that addressed the requirements made Box the clear winner.
How do I get a Box account?
As of December 1, 2014, your Box account will be created as soon as you login to http://box.lmu.edu using your LMU credentials. You can access your Box account as long as you are an active LMU or LLS faculty, staff, or student.
How do I log in to Box?
Just go to http://lmu.box.com, click the “Continue” button, and then enter your MYLMU username and password on the LMU Authentication page and click the "Login" button.
How much storage space do I get?
LMU Box users get unlimited storage. If you are an Box early adapter, you might see 150GB listed. Contact ITS Help Desk at email@example.com to request a change to unlimited storage.
Any restrictions on what I can/should keep in Box?
Departmental and individual files (documents, spreadsheets, presentations, Microsoft Outlook data files (.pst), that relate to your work should be kept in Box.
- For storage of departmental video and audio, use Kaltura via MYLMU Connect.
- To store your course-specific documents, use MYLMU Connect.
- Keep your short-term communications and attachments in your email. Though, once you get started with Box, it will be very easy to share a link to a file you'd typically attach to an email, and have all of the people on the email be able to access it, anywhere on any device.
Can I store restricted (e.g., HIPAA, FERPA) data in Box?
Yes, content stored in Box is encrypted and safe to store FERPA data. Box also provides the administrative, technical and physical safeguards to support HIPAA compliance. However, it is still important that you protect your LMU account credentials to prevent unauthorized access to your Box account.
How safe are my files in Box?
Once your files are uploaded to Box, they are completely encrypted. Box encrypts your data while it's sitting in your Box account. This is called encryption at rest.
Are the documents in my Box account backed up?
Yes. All content stored in Box is kept in multiple data centers with multiple providers, ensuring redundancy of service and high availability for your data. All Box data centers use a variety of secure mechanisms to protect your data, including strict access policies plus secure vaults and cages. Please note, though, that if you delete an item from your account those files cannot be recovered one the trash has been emptied.
What browsers does Box officially support?
Box can be used on the latest version of most browsers. However, if you use a Java-based program in your work, such as Banner or Nolij Web, ITS recommends that you use Google Chrome to access Box.
Can I use Box over a wireless connection?
Yes, you can use Box anywhere you can access the Internet and have access to a compatible device.
Can I use Box on my mobile device?
Absolutely! You can use Box on your iPhone, iPad, Android devices and Windows Phone.
What apps are available to LMU Box Users?
Apps connect your LMU Box data with external applications and services. To help keep your content safe and secure, ITS has enabled LMU Box core applications. Additional information about Box apps at LMU can be found here.
Who do I contact if I need help with LMU Box?
Please contact the ITS Help Desk at firstname.lastname@example.org or 310-338-7777.
Moving Files to Box
How do I move files onto Box?
ITS recommends two methods for initial content migration to Box.
- Upload File or Upload Folders: All you need to do is locate the files or folders you wish to upload. Please note: uploading folders currently only works in Google Chrome.
- Drag and Drop: Simply drag the files or folders you wish to upload onto your Box files.
If you run into issue using these two methods or have massive amount of data, contact ITS Help Desk for another solution.
Is there a file size limit on Box?
The maximum file size for a single file you can upload using your LMU Box account is 15 GB.
What types of files can I store in Box?
You can store any file in Box. However, you can edit and view only selected document types that are stored in Box.
I have work files in other cloud storage products. Can I store them in Box?
Yes, but you will first need to download those documents to your computer, and then upload them to Box.
Can I share my files with people outside LMU?
Yes. You can share documents with people outside LMU by sending them a link to the file, just make sure your sharing option is set to "Anyone with the link". You can also embed a file in a website, if you want to offer public access.
How do I share files with LMU and LLS students?
Students now have Box accounts, so you can share files with them in the same way you'd share with a faculty or staff member.
For faculty who want to share course content via Box, LMU's learning management system, Brightspace, is a better solution for your needs. If you need assistance getting started with MYLMU Connect, contact your Instructional Technologist.
How long will files stay in my trash?
Deleted files are kept in Trash of the person who deleted the files for 30 days. After that, they are permanently deleted.
What is Box Sync? Why doesn't ITS recommend it?
What is Box Sync? Why doesn't ITS recommend it?
Box Sync is one of the apps available to use with Box. You may have heard a lot about Box Sync from your colleagues. You may want to use it because it seems the same as the shortcut to your old network drives.
ITS does not recommend Box Sync because it works much differently than just being a shortcut. Instead, Box Sync copies a version of ALL those files and folders on your computer. Depending on how many files and folders you've chosen to sync (like your entire Department Box, for example), your computer hard drive could fill up very quickly, and much of your internet connection could be taken up by constant file updates happening between the cloud and your local file.
Using Box Sync to store many files locally can also increase the risk of the files being infected by viruses and/or malware.
Box Sync also ignores the following file types and shortcuts:
- Temporary files and folders (.tmp and files starting with the ~ character)
- Backup copies of files (.bak)
- System and hidden files (hidden folders are synced while hidden files are not synced)
- Shortcuts created via the Internet Explorer or Finder File names that have 8 uppercase hexadecimal digits (0,1,2,3,4,5,6,7,8,9,A,B,C,D,E, or F) For example: 1234AD38 or ABE32BD0
- Web-based documents (such as .gdoc, .gsheet, bookmarks, and .boxnote)
- Hard links (a file that has multiple directory entries associated with it will not be synced)
- Box Sync blocks these file types: Outlook Archive Files *.pst *.qbw *.nd *.qbw.tlg *.des *.qba *.qba.tlg *.qbr *.qby *.qbi *.qdt
Please try uploading these files from the Box using Upload Files or Upload Folders.
The web interface of your Box account is really the easiest way to benefit from all of Box's collaboration features, plus you can easily search for any file you have access to! Log into Box at box.lmu.edu.
Alternatives to Box Sync
Box Edit: Box Edit is a free app provided by Box that allows you to edit files directly from box.lmu.edu. Box Edit allows you to use the software installed on your computer to edit files stored on Box, giving you the convenience of simply clicking to open a file while still using the web browser to access those files.
Box for Office: Box for Office is a free PC add-on that helps you open Box files directly from Word, Excel, and PowerPoint, then save to Box. You can even share the files without leaving the Office application.
Web interface: Accessing the files stored on Box through box.lmu.edu instead of on your desktop provides access to the collaborative features that make Box special.
Box at Loyola Law School
Do I move files from my departmental drive onto Box?
Starting Fall 2016, ITS had met with departments to assess network drive usage and build out department Box folder structure. Faculty and staff was advised to focus on moving individual work files to LMU Box, including those in personal network drive and local computer.
Best Practice: Before moving any files, take some time to clean up old files you no longer need. Consider the business value of the file. If you haven't accessed or modified content in over a year, chances are the content is no longer valuable for ongoing collaboration and social sharing. You can sort files in Explorer or Finder to see when content was last modified.
How do I learn to use Box?
How do I learn to use Box?
There are lots of resources to help you get started using Box, many of them right here on this website! You can find a number of Box tutorials and videos, sorted by topic on the "How Do I Use Box To..." page. If you'd like to have step-by-step instructions on how to move through Box, check out our Box Quick Steps page, which is packed full of handouts.
- For Westchester Campus:
If you prefer instructor-led workshops to help you get to know Box essentials, learn tips and tricks, or become a Box expert, ITS offers them throughout the year. You can read up on the workshops and register here (Summer 2017 schedule will be available soon).
If you'd like to schedule departmental training, contact Janet Lee at email@example.com.
- For Loyola Law School:
For Law School faculty and staff, please click on this link https://goo.gl/forms/gTASP1v09yvMh59s2 to request one-on-one session or department session; or contact Corinne St. Claire at firstname.lastname@example.org.